Supervisor - Procurement Specialist II - Purchasing

About the role

To procure supplies, equipment and services utilized by the district; to administer and manage resulting contracts; to ensure compliance to the USFR, federal, state and local laws and district policies and procedures; to ensure district revenues are effectively utilized; to provide assistance and training to district personnel regarding the procurement process; to solve complex procurement issues; to provide documentation for an audit trail of decision making and meeting required bidding regulations; and to supervise buyer assistant and procurement clerks.

Responsibilities

• Hire, assess, and oversee the performance of assigned staff members
• Develop and compose specifications, scope of work, technical questionnaires, contract terms and conditions, and pricing pages for Invitations to Bid, Requests for Proposals, Requests for Qualifications, and Requests for Quotations
• Conduct Pre-Bid/Proposal conferences and document information for addenda; develop and compose bid/proposal addenda and contract amendments; attend openings; perform product and cost evaluation; prepare tabulation of responses and a comprehensive justified award recommendation
• Review and evaluate proposals for adherence and responsiveness to RFP guidelines; negotiate contracts based on RFP requirements and submitted proposals; ensure the quality of content, format of solicitations, and contract documents, correctness of technical advice, and accuracy of mathematical calculations
• Draft responses concerning contract award decisions; contract compliance issue letters; resolve or mediate product, services, projects, and/or contractual issues
• Manage multi-year and term contracts; maintain cost containment within existing contracts; monitor contract insurance requirements, expiration, usage, and expansion terms
• Conduct extensive research to develop specifications, add potential suppliers, and reduce district costs; conduct site inspections, vendor visits, demonstrations, seminars, exhibits, and contract negotiations
• Communicate with district personnel regarding purchasing needs and responses to inquiries
• Maintain state-required recordkeeping to comply with all internal and external audit requirements; maintain proper inventory levels of warehoused items
• Assist in the strategic planning and development of departmental policies and procedures
• Maintain current knowledge of legal and business practices to stay abreast of new trends by attending and participating in professional group meetings and through memberships in related organizations
• Collaborate with department and school leaders, supervisors, and staff to align processes and procedures, while actively seeking their input; leads or participates in joint committees and working groups
• Focus on continuous improvement by analyzing data, assessing systems and timelines, and recommending adjustments to enhance procedures and strategies; provides root cause analysis and suggestions to the administration
• Identify opportunities to optimize the use of various information systems, and liaise with system representatives to stay informed on updates and explore potential improvements
• Work with administration and staff to identify ways to improve efficiency and effectiveness in assigned areas and related departmental functions
• Develop and execute both short- and long-term goals for assigned responsibilities
• Stay informed on federal and state laws and best practices relevant to the assigned area through ongoing research
• Manage special projects and perform additional tasks related to areas of responsibility as assigned by administration
• Assist with other assigned duties as appropriate to the area of assignment and Mesa Public Schools

Required Qualifications

• Bachelor’s degree in business administration with specialization in Materials Management
• CPPB or CPPO certificate highly desired
• Minimum three years’ purchasing experience
• One to three years’ experience in a supervisory or leadership role
• Public procurement experience

Skills & Competencies

• Models the attributes and skills of the MPS Portrait of a Graduate
• Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community
• Comprehensive knowledge of procurement practices, principles, procedures and policies; concepts of negotiation, principles and practices of administration and fiscal management
• Working knowledge of accounting, business law, theory, hands-on and common business practices related to public procurement
• Ability to analyze and interpret various state and federal laws relating to contracts; to analyze and resolve problems; to prioritize and handle several complex tasks simultaneously; and to be objective in decision making
• Ability to perform life cycle cost analysis; to be skilled in statistical and abstract data analysis, contract negotiations, programmatic/fiscal data analysis and evaluation
• Ability to effectively communicate (verbal and written) with district personnel, vendors and general public; to be tactful and diplomatic
• Knowledge of Uniform Commercial Code, Arizona Revised Statutes, Arizona School District Procurement Rules and USFR; federal and state laws, statutes, funding rules and regulations pertaining to contractual agreements; Arizona Procurement Code and Contract Law

Work Environment & Physical Requirements

• Primarily works in an office environment within the school district’s administrative or purchasing department
• Regular interaction with vendors, school administrators, finance teams, and other district personnel
• Occasional travel may be required for vendor meetings, school site visits, procurement conferences, or training
• Work involves handling multiple projects, deadlines, and compliance requirements. Mostly desk-based with frequent computer use, document review, and phone/email communication
• May involve occasional lifting (typically 10-25 pounds) of documents, office supplies, or procurement materials

Pay

Base Salary: $62,827.00

Benefits

• Vacation
• Sick leave
• Holidays
• Retirement matched through the Arizona State Retirement System
• Health insurance
• Life insurance

Performance Pay

Available annually

New Hire Experience

1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement, up to a ten-year maximum

New Hire Education

1% of the base hourly rate awarded for an AA or higher degree if not required for the position